Executive Assistant

5 months ago

Toronto, Canada Toronto School of Management Full time

**Primary Purpose**

Toronto School of Management (TSoM) is an innovative college offering a broad range of career-focused programs in Business, Hospitality and Tourism, Big Data, Cybersecurity, and Accounting. We provide relevant programs which ensure our students meet the demands of today’s ever-changing job market.

At TSoM, we recognize the importance of real workplace experience. We offer co-op programs and have partnered with employers from various industries to ensure that students maximize their potential and benefit from the duration of their studies with us. These partnerships support our students to gain real and valuable workplace experience. Our experienced faculty deliver the highest quality of education, using their expertise to help you achieve your full potential.

Niagara College, Toronto Programs is a public college-private partnership between Niagara College Canada (NC) and TSoM, with academic delivery and student support services managed by TSoM.

As the Executive Assistant, you will provide high-level administrative support to the Executive Dean of the organization. You will play a crucial role in ensuring the smooth operation of the office, managing complex schedules, and facilitating effective communication within the organization and with external stakeholders. Your exceptional organizational and communication skills, along with your ability to maintain confidentiality and handle sensitive information, will be essential for success in this role.

**Responsibilities**:

- ** Calendar Management**: Coordinate and manage the Executive Dean’s calendars, including scheduling appointments, meetings, and travel arrangements. Proactively anticipate scheduling conflicts and resolve them efficiently.
- ** Meeting Coordination**: Plan, organize, and prepare for meetings, including agenda creation, material compilation, and meeting logistics. Attend meetings, take minutes, and distribute relevant information to attendees.
- ** Travel Arrangements**: Arrange domestic and international travel for the executive, including flights, accommodations, transportation, and visa processing. Ensure travel itineraries are well-organized and meet the executives' preferences and requirements.
- ** Information Management**: Maintain confidential and sensitive information with the utmost discretion. Organize and maintain electronic and physical files, records, and databases. Retrieve and compile data or reports as requested.
- ** Relationship Management**: Build and maintain strong relationships with internal and external stakeholders, including clients, partners, and vendors. Serve as a liaison between executives and various departments, facilitating effective communication and collaboration.
- ** Event Planning**: Coordinate and support the planning and execution of company events, conferences, and meetings. Assist with logistics, catering, invitations, and other event-related tasks as required.
- ** Office Management**: Provide general administrative support, including managing office supplies, coordinating office maintenance, and overseeing the efficient functioning of office equipment. Assist with budget tracking and expense reports.
- ** Special Projects**: Assist with ad-hoc projects as assigned, such as research, data analysis, and presentations. Take the initiative to identify areas for process improvement and contribute to streamlining operations.

**Education and Experience**:
A bachelor's degree in business administration or a related field is preferred but not mandatory. Relevant work experience and skills will be considered.

At minimum 2 years' experience as an executive assistant or in a similar role, preferably supporting C-level executives or senior management.

**Knowledge and Skills**:

- ** Exceptional Organizational Skills**: Strong ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines. Detail-oriented and meticulous in handling complex schedules and logistics.
- ** Excellent Communication** skills**: Outstanding written and verbal communication skills, with the ability to interact confidently and professionally with individuals at all levels. Strong proofreading and editing skills.
- ** Discretion and Confidentiality**: Ability to handle sensitive and confidential information with utmost integrity. Maintain a high level of professionalism and exercise sound judgment in handling sensitive matters.
- ** Adaptability and Initiative**: Ability to thrive in a fast-paced, dynamic environment. Proactive mindset with the ability to anticipate needs, solve problems independently, and take ownership of tasks.
- ** Technological Proficiency**: Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Familiarity with calendar management tools and online collaboration platforms.
- ** Professionalism and Poise**: Maintain a polished and professional demeanor, both in appearance and communication. Exhibit a positive

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